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Payroll – W-2 Processing Step 2a – Run Year End Processing 6 Before running the Payroll Year End Process, be sure you have completed all 2009 payrolls and printed all quarterly reports! Select ‘Year End Process’ from the main menu. Freedom Systems – Payroll – W-2 Processing

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Payroll – W-2 Processing Step 2b – Run Year End Processing 7 The ’Benefits Statement’ is a one page report per employee and summarizes municipal contributions to employee accounts during the year. ‘Move Data To History’ accomplishes just that. ‘Clear Employee Totals’ zeroes out all MTD, QTD and YTD totals for every employee file and carries forward leave balances. This step is irreversible Freedom Systems – Payroll – W-2 Processing

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Payroll – W-2 Processing Step 4b – Create and Print W-2’s 14 The W-2 process is run from this screen. Verify the data in the top half of the window including the tax year, FICA totals, form and locality name. THIS DATA IS REFRESHED EACH TIME YOU ACCESS THIS MENU SELECTION! The buttons located in the bottom half of the window will complete the process Freedom Systems – Payroll – W-2 Processing

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Payroll – W-2 Processing Step 4f – Create and Print W-2’s 18 Option 1 – Update to Locality as Shown Above. This will insert the name found in the ‘Locality name’ field found on this screen into each W-2 for all employees. Freedom Systems – Payroll – W-2 Processing

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Payroll – W-2 Processing Step 4h – Create and Print W-2’s 20Freedom Systems – Payroll – W-2 Processing Option 2 – Update to Local Tax ID in Employee’s File This uses the ‘local tax’ code used for each employee and inserts the description of that code into the into the W-2’s. This will result in a unique entry for each employee.

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Payroll – W-2 Processing Step 4i – Create and Print W-2’s 21Freedom Systems – Payroll – W-2 Processing Each employee must have a ‘local tax’ deduction code used in their employee file The description of that deduction will be inserted into the locality name (Box 20) on the W-2’s.

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Payroll – W-2 Processing Step 4j – Create and Print W-2’s 22Freedom Systems – Payroll – W-2 Processing Option 3 – Update to Employee’s Local City Name. This will insert the city name found in each employee’s information file into the W-2’s. This will result in a unique entry for each employee.

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Payroll – W-2 Processing Step 4o – Create and Print W-2’s 27 After editing W-2’s, we recommend printing the W-2 register. This will display the data which will print on the W-2’s and give you the opportunity to review before printing the W-2’. Freedom Systems – Payroll – W-2 Processing

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34Freedom Systems – Payroll – W-2 Processing Payroll – W-2 Processing Step 5c – Create Federal File A file labeled W2REPORT.TXT will be created and stored in the My Documents folder on your computer. This is the file you will transmit to the SSA.